Staging an event frequently asked questions

General booking information

What sort of events can be held in City of West Torrens' parks and reserves?

We have a variety of space options available that generally suit the following activities: 

  • birthday parties
  • christenings, baptisms and naming parties
  • family gatherings and reunions
  • corporate team building events
  • sporting activities
  • community events and festivals

This is not a complete list. Feel free to ask us if you are unsure if your activity will be suitable to hold in one of our parks or reserves. 

Which parks and reserves are available for hire?

With the exception of the City of West Torrens Memorial Gardens (which is not available to book for gatherings of 15 or more persons) the public areas of City of West Torrens' parks and reserves are generally available for events.

The size and type of activities you are planning for your event may limit the spaces that can be made available to you.

A number of the City of West Torrens' ovals are leased to sporting clubs at various times. If you wish to use one of our ovals we may need to seek information or permission from the lease holder. Access is not always possible so please allow sufficient time to seek an alternative venue if necessary.

Do I need an Event Permit?

Depending on the infrastructure, entertainment and attractions planned for your event you may require specific permits and licences. Permits ensure public safety and amenity in public spaces and assist in the sustainable management of our parks and gardens.

You will need an event permit if one or more of these conditions apply:

  • There will be 15 attendees or more.
  • You plan to erect infrastructure (for example, a marquee) and/or use a PA system.
  • Your event is catered by an external supplier.
  • You are planning to book entertainers, amusements or animals for your event.
  • You require vehicle access to drop off equipment.
  • You are charging participants a fee.
  • You require temporary road closures or temporary parking controls (generally only applies to large events or festivals).

If none of the above apply to your event you do not require a permit to use our public outdoor spaces and a booking is not required.

How much do I need to pay upfront?

There is no upfront payment required when submitting a booking application. You are required to pay the total permit fee and any associated charges once your booking is approved and you receive your invoice. The invoice must be paid in full before the date of your event, otherwise the permit will not be issued.

How can I pay for my booking?

In most cases you will receive your invoice via email. Instructions for how to complete a payment are on the invoice. If you have a credit card payment through our secure online payment gateway is preferred.

Do I have to pay a bond?

In general, no. Large high risk events may be charged a bond at the discretion of Council.

Can I make a tentative booking or place a hold on a space?

Within reason, yes. If you believe an event permit is required please complete the Staging an event enquiry form. The first stage of our approval process provides you with a 'tentative booking confirmation'. Once you have received this confirmation the space is held for you, and we will ask if you would like to confirm the booking. If you confirm we will send you an invoice for payment. If you have not confirmed your booking and we receive another enquiry for the same space we will contact you to determine your position. 

Do I have to book in advance?

Yes. Please note the following approval times are minimum requirements:

  • 15-50 (allow 2 weeks for approval)
  • 50-100 (allow 4 weeks for approval)
  • 100-500 (allow 6 weeks for approval)
  • 500-1000 (allow 8 weeks for approval)
  • 1000 + (allow 12 weeks for approval)

How do I enquire about making a booking?

Visit westtorrens.sa.gov.au type 'event' in the search field (located at the top right hand side of the page) and select Staging an event in West Torrens. The online booking enquiry link is called Staging an event enquiry form. You can also use the hyperlinks in this answer.

If I cancel my booking is there a fee?

Once you have paid for an event permit a request to cancel the booking will incur a $44 administration fee. Please do not submit a booking application if you are uncertain about any of the terms and conditions or suitability of the venue. If the event cannot proceed on account of inclement weather or declarations under a public health emergency you may elect to reschedule the booking to a new date without additional charges.

How can I cancel my booking?

Please send an email to csu@wtcc.sa.gov.au to advise of cancellations. Cancellations cannot be taken over the phone.

If I cancel my event and I have paid the permit fee, will I be refunded?

Yes. Any monies paid above $44 will be refunded.

Permit fees / payments

How much will my booking cost?

A number of different fees may apply to bookings that require an event permit. Fees are determined by Council per the Fees and Charges Register, and Local Government Land By-Law No. 2.

The base fee for an event permit is $44 GST free, which is for Temporary Occupation of Local Government Land.

Additional fees apply for the following:

  • Entertainment - eg. musician, magician, etc ($44 GST free per activity)
  • Temporary trading - catering, other seller ($44 GST free per stand)
  • Temporary structure - eg. marquee, seating stand ($44 GST free for a small private event, $44 GST free per structure for business or community events)
  • Vehicles on park or reserve ($44 GST free)
  • Advertising / promotional signage ($44 GST free)
  • Animals - pony ride, animal nursery, etc. ($44 GST free per activity)
  • Amusements - bouncing castle, etc. ($44 GST free per activity)
  • Amplification at Festivals and Community events ($44 GST free)
  • Irrigation markout ($90 per hour, 2 hour minimum. Required if structures require pegging)
  • Road Events - Temporary road closure ($52 application fee + $158 authorisation fee) plus newspaper advertising (POA)
  • Temporary parking controls ($52 application fee + $53 authorisation fee)

Rubbish bins (120L or 240L) may be ordered for large events at no charge.

Council may also elect to apply a royalty charge for commercial activities held on City of West Torrens' parks and reserves.

 

Insurance

Do I need public liability insurance?

Private gatherings (eg. Birthday parties) do not require their own public liability insurance. The City of West Torrens has a policy that covers these events.

All business and community event hires require public liability insurance to the minimum value of $20 million. If you engage vendors or contractors (eg. jumping castle, food business, market stall, animal nursery) they must have their own public liability insurance with a minimum value of $20 million.

If you are unsure if a participant at your event requires public liability insurance please contact the Events Team on 8416 6333 to discuss.

Not for profit/community groups

To support not for profit groups in the community, Local Government has taken an active role in developing a specialist insurance scheme in South Australia that meets the needs of community groups. This scheme is called the Local Community Insurance Services (LCIS). LCIS provides an extensive range of insurance products tailored to community and not for profit groups including:

  • Public Liability Insurance.
  • Associations Liability Insurance.
  • Personal Accident (Volunteer) Insurance.
  • Business Package Insurance.

    LCIS can cover community and not for profit groups that:

  • Provide services to the broader community.
  • Have annual turnover/funding less than $5 million.
  • Do not distribute profits to its members.
  • Comprised mainly of volunteers.
  • Provide a public benefit or serve a charitable purpose.

A quote can be obtained from localcommunityinsurance.com.au or phone 1300 853 800, email insurance@lcis.com.au.

Amusements and entertainers

If you engage an amusement operator (eg. jumping castle) or professional entertainer (eg. Magician, animal nursery) they must hold their own public liability insurance with a minimum value of $20 million. A certificate of currency must be provided to Council.

Certain amusements require a Safework SA certificate of registration. A copy of the registration certificate must be provided to Council before an event permit will be issued.

Food businesses

If you advise you wish to engage a food business at your event a form will be provided for you to complete. You will need to advise the vendor's contact details, food business number (FBN), and supply a certificate of currency from the vendor for a minimum value of $20 million.

A $44 (GST free) fee will apply for each food vendor engaged at the event.

Our Environmental Health Team will attend festivals to carry out a food safety inspection for all food vendors (usually commences 30mins - one hour before the event start time). 

Please be aware that single use plastics (straws, stirrers, cutlery, etc) were banned in South Australia from 1 March 2021. Some exemptions apply for single use plastic straws (eg, for persons with disability or health needs). Please see replacethewaste.sa.gov.au for details. Further to this legislation, Council has resolved to encourage minimising single use plastics at events and your support to help eliminate single use plastic from the festival wherever possible will be very much appreciated.

Contractors

If you engage contractors (eg. Marquee provider, site electrician, food business, market stall), professional entertainers (eg. Magician, animal nursery) or amusement operators (eg. jumping castle) the provider must hold their own public liability insurance with a minimum value of $20 million. Certificates of currency must be provided to Council.

Electricity

Do you provide onsite electricity?

The City of West Torrens does not provide onsite electricity. If electricity is required you must engage a licenced electrician to provide the electrical service.

It is a legal requirement that your temporary electrical installation is carried out by a licenced electrician. This includes the installation of extension cables and powerboards to the individual stalls that require electricity. It is also a legal requirement that stall holders ensure that all of their electrical equipment is tested and tagged, and that all tags are current. Your site electrician must provide you with a certificate of compliance for the temporary electrical installation.

Ensuring safe electrical installations at stalls, stages and in public areas of festivals and events helps avoid dangerous consequences, including fire, electric shock, injury or death. Please refer to this link from the Office of the Technical Regulator for details on your obligations regarding electrical safety at festivals and events.

Food businesses at your event

What do I need to do to have food businesses ay my event?

It is a requirement of your permit approval and compliance under the Food Act 2001 that you, as the event organiser, provide Council with a list of food businesses that will be operating during your event.

If you advise you wish to engage a food business at your event a form will be provided for you to complete. You will need to advise the vendors contact details, food business number (FBN), and supply evidence the vendor holds a current $20 million public liability insurance policy.

A $44 (GST free) fee will apply for each food vendor engaged at the event.

Liquor Licences

Do I need a liquor Licence for my event?

If you plan to sell, supply or permit the consumption of liquor at your event or function from which you will derive a commercial or financial benefit you are required to apply and be approved for a 'short term liquor licence' from Consumer and Business Services (CBS is a SA Government Department). CBS may also request you obtain a letter from Council to confirm we don't have any issues with your licence application. The event organiser is responsible for determining if a liquor licence is required for their event. Contact CBS Liquor and Gaming as soon as possible on 131 882 or email shortterms@sa.gov.au as between 14 and 60 days are required by CBS to approve a one-off event (short term) liquor licence.

COVID-Safe Plans and COVID Management Plans 

Information on COVID-Safe Plans and COVID Management Plans

Please be advised that due to the Public Activities COVID-19 Direction, all defined public activities are required to have a COVID-Safe Plan in place before they can commence their activities.

Up to date information regarding activities and gatherings can be found here, or visit covid-19.sa.gov.au.

A link to the COVID-Safe Plan tool can be found here, or visit covid-19.sa.gov.au.

A COVID Management Plan, approved by SA Health, is required for:

  • A defined public activity where more than 1000 people are reasonably expected to be present at or participating in the activity.
  • The onsite purchase and consumption of food or beverages at a place where the total number of persons present at the place for the purpose of the purchase and consumption of food or beverages is reasonably expected to exceed 1000 people.

Information regarding COVID Management Plans, including the template document can be found here, or visit covid-19.sa.gov.au.

Please be aware that COVID Management Plans are substantial documents that require significant lead time, so they should be developed and submitted to SA Health as soon as practical. Once approved by SA Health a letter will be provided to you.

You must forward a copy of your completed and approved plans and any SA Health approval letter to csu@wtcc.sa.gov.au (attention: Events Team).

Should you wish to discuss any of the above please contact the Events Team on 8416 6333 or email csu@wtcc.sa.gov.au.

Event Security

Do I need security services at my event?

If you plan to sell, supply or permit the consumption of liquor at your event or function from which you will derive a commercial or financial benefit you are required to apply and be approved for a 'short term liquor licence' from Consumer and Business Services (SA Government). The event organiser is responsible for determining if a liquor licence is required for their event. You should contact CBS Liquor and Gaming as soon as possible on 131 882 or email shortterms@sa.gov.au as between 14 and 60 days are required by CBS to approve a one-off event (short term) liquor licence.

Can I use any security guard or service?

You will need to engage a professional security service. Look for a reputable business or service provider who can supply the following documentation:

  • A copy of your booking confirmation for security service, including receipt of payment for the date, time and location of your activity
  • A copy of the security service public liability insurance documentation to a minimum of $20m
  • A copy of the security service current licencing documents to provide crowd control or the relevant security provisions.

A guest attending my event is a licensed security guard, is that enough?

No. You will need to engage a professional security service, not an individual with a security license.

Can you provide a general guide to costs for security guards?

As professional security services are independent providers, prices vary for each company. Look for a reputable business or service provider and contact them directly for a quote.

Venue cleaning responsibilities

Will the public toilets be stocked prior to my use?

Public toilets are open dawn to dusk each day. Toilets are re-stocked in the morning of each weekday, but they are not re-stocked on weekends.

We recommend you bring additional toilet rolls, liquid soap and paper towel just in case they are needed.

Do I need to take my rubbish away?

Yes, the event area must be left in a clean and tidy state after the event, with all litter and rubbish removed from the site.

Please do not dump your rubbish in the on-site bins as they are only emptied once a week. The bins are intended for incidental waste, not waste from events.

Balloons

Please be aware that the planned release of helium balloons is prohibited at all events and functions undertaken on Council land or approved by Council.

Exclusive use

Can I request for exclusive use?

If you plan to charge an entry fee at your event or festival permission for 'exclusive use' of Council Land must be granted by the City of West Torrens' Chief Executive Officer. This is an internal process that will be managed by the Events Team.

Festivals

What do I need to provide to Council for a festival?

The documentation we require for Festivals includes, but may not be limited to:

  • Final event site map
  • Event management plan (including bump in and bump out details)
  • Risk management plan (including emergency response planning)
  • COVID-Safe Plan for all defined public activities
  • COVID Management Plan, with letter of approval from SA Health (for events expected to accommodate over 1000 people)
  • Short term liquor licence (for licenced events)
  • Temporary food events notification form (including details for all food businesses)
  • Non-food stall notification form (including details for all non-food businesses)
  • Evidence current minimum $20 million public liability insurance is held by the Event organiser
  • Evidence current minimum $20 million public liability insurance is held by each individual business/vendor/supplier involved in the event (including infrastructure suppliers, site electrician, security provider, etc)
  • Completion of the SAPOL guided self-assessment for event organisers
  • Evidence a certificate of electrical compliance has been received, prior to commencement of the event

This information is required at least 14 days prior to the event date, with the exception of the certificate of electrical compliance (which is issued at the completion of the electrical work).

Please be aware that single use plastics (straws, stirrers, cutlery, etc) were banned in South Australia from 1 March 2021. Some exemptions apply for single use plastic straws (eg, for persons with disability or health needs). Please see replacethewaste.sa.gov.au for details. Further to this legislation, Council has resolved to encourage minimising single use plastics at events and your support to help eliminate single use plastic from the festival wherever possible will be very much appreciated.

The planned release of helium balloons is prohibited at all events and functions undertaken on Council land or approved by Council.

Guide to staging an event in West Torrens

Helpful information for event organisers can be found in our information guidebook.

The City of West Torrens Events Information Guide has been prepared to assist organisations, individuals and community groups in planning events in the City of West Torrens. The guide outlines the event planning process, noting important factors that can assist you with requirements and procedures.

This guide is by no means a definitive resource as each event has its own specific requirements with varying needs.